Business Services Administrator & Receptionist

Receptionist And Project & Administrative Coordinator

The Receptionist and Project & Administrative Coordinator will be responsible for the efficient running of the Alexion reception and front desk (supported by external Facility Services team), ensuring a professional image of Alexion is portrayed at all times to visitors and employees alike. Together with the Senior Manager Business Services she/he ensures a trouble-free and safe workflow for Alexion employees at the Munich Office.

You will be responsible for:

Facility Administration and Front Desk Tasks:

• Collaboration with Reception team (external Facility Services partner) at front desk
• Manage incoming calls, and incoming and outgoing mails, fax, and special deliveries
• Guest registration, greeting visitors, responsible for activating and deactivating entrance access badges for employees and visitors
• Departmental Budget: support Sen. Manager to monitor and edit monthly invoices
• Management of approx. 25 Service Providers (material ordered by external Facility Service partner)
• Ordering business cards and badges as well as name tags for new hires
• Organize and distribution of the monthly restaurant tickets (Sodexo) allocated to office-based employees.
• Updating distribution lists
• Townhall management (room booking and equipment/catering organized by external Facility Services partner)
• Collaborate with AZ Computational Pathology and Corporate Communications to organize joint activities for all Munich-based colleagues (e.g., monthly breakfast, after work events, lunches, corporate social activities or B2Run)

Project Tasks:

• Update content on Intranet/Sharepoint (WorkVivo/MS Teams) for all 3 functions (facility management, mobility and SHE) and create posts to keep colleagues updated.
• SHE (Safety, Health & Environment):
• Support organisation of local trainings
• Organize annual vaccination and eyesight tests with company doctor
• Support the execution of evacuation and other safety trainings
• Organize training of first aid helps and Sicherheitsbeauftragte

You will need to have:

• Experience in reception and office management
• Professional personality with good interpersonal skills and an ability to stay calm under pressure
• Highly service orientated, able to handle multiple and changing priorities
• Efficient administrative skills and an ability to prioritize different requests
• Proven MS Office skills
• Fluent written and spoken German, good knowledge of English

We would prefer for you to have:

• Work experience in a service oriented environment (pharmaceutical company or healthcare industry preferred, but not mandatory)
• Highly motivated and pro-active approach
• Sense of ethics and responsibility